{"id":9556,"date":"2025-07-29T08:03:59","date_gmt":"2025-07-29T08:03:59","guid":{"rendered":"https:\/\/plaky.com\/learn\/?p=9556"},"modified":"2026-04-06T11:25:09","modified_gmt":"2026-04-06T11:25:09","slug":"board-automations-for-workflow-optimization","status":"publish","type":"post","link":"https:\/\/plaky.com\/learn\/pt\/plaky\/board-automations-for-workflow-optimization\/","title":{"rendered":"How to Use Plaky\u2019s Board Automations to Optimize Your Workflow"},"content":{"rendered":"\n<p class=\"translation-block\">Ever feel like organizing your project management board is a whole to-do list on its own? You move tasks manually, assign people, send updates, etc. and then wonder where the day went.<\/p>\n\n\n\n<p class=\"translation-block\">That\u2019s where <a href=\"https:\/\/cake.com\/updates\/board-automations\" target=\"_blank\" rel=\"noreferrer noopener\"><strong>board automations<\/strong><\/a> come in, helping you reduce manual work and mistakes without constant oversight.<\/p>\n\n\n\n<p class=\"translation-block\"><strong>Let\u2019s see how you can use this feature in <a href=\"https:\/\/plaky.com\/\" target=\"_blank\" rel=\"noreferrer noopener\">Plaky<\/a> by <a href=\"https:\/\/cake.com\/\" target=\"_blank\" rel=\"noreferrer noopener\">CAKE.com<\/a> to make your workflow essentially run itself.<\/strong><\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"2560\" height=\"1280\" src=\"https:\/\/plaky.com\/learn\/wp-content\/uploads\/2025\/07\/Plaky-Automation-scaled.jpg\" alt=\"\" class=\"wp-image-9558\" srcset=\"https:\/\/plaky.com\/learn\/wp-content\/uploads\/2025\/07\/Plaky-Automation-scaled.jpg 2560w, https:\/\/plaky.com\/learn\/wp-content\/uploads\/2025\/07\/Plaky-Automation-300x150.jpg 300w, https:\/\/plaky.com\/learn\/wp-content\/uploads\/2025\/07\/Plaky-Automation-1024x512.jpg 1024w, https:\/\/plaky.com\/learn\/wp-content\/uploads\/2025\/07\/Plaky-Automation-768x384.jpg 768w, https:\/\/plaky.com\/learn\/wp-content\/uploads\/2025\/07\/Plaky-Automation-1536x768.jpg 1536w, https:\/\/plaky.com\/learn\/wp-content\/uploads\/2025\/07\/Plaky-Automation-2048x1024.jpg 2048w, https:\/\/plaky.com\/learn\/wp-content\/uploads\/2025\/07\/Plaky-Automation-18x9.jpg 18w\" sizes=\"auto, (max-width: 2560px) 100vw, 2560px\" \/><\/figure>\n<\/div>\n\n\n<div style=\"height:20px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h2 id=\"key-terms-behind-automations\" class=\"wp-block-heading translation-block\">Key terms behind automations<\/h2>\n\n\n\n<p class=\"translation-block\">Understanding some key notions behind automations will make it easier for you to set them up properly in Plaky.<\/p>\n\n\n\n<p class=\"translation-block\">Here are the most important terms:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"translation-block\"><strong>Trigger<\/strong> \u2014 a specific requirement that sets everything in motion (\u201cWhen this happens\u2026\u201d),<\/li>\n\n\n\n<li class=\"translation-block\"><strong>Condition<\/strong> \u2014 an optional requirement that must be met before the automation runs, specifying <em>if<\/em> the action should proceed,<\/li>\n\n\n\n<li class=\"translation-block\"><strong>Action<\/strong> \u2014 what the automation actually does once triggered (\u201cThen do this\u2026\u201d),<\/li>\n\n\n\n<li class=\"translation-block\"><strong>Automation name<\/strong> \u2014 a customizable title you can add to summarize what the automation does, and<\/li>\n\n\n\n<li class=\"translation-block\"><strong>Workspace automation actions usage<\/strong> \u2014 a section in Plaky where you can see how many actions your team has used and is allowed to use based on your plan.<\/li>\n<\/ul>\n\n\n\n<p class=\"custom-btn translation-block\"><a href=\"https:\/\/app.plaky.com\/signup\" target=\"_blank\" rel=\"noreferrer noopener\">Try Plaky\u2019s handy automations<\/a><\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"620\" src=\"https:\/\/plaky.com\/learn\/wp-content\/uploads\/2025\/07\/How-to-use-Plakys-board-automations-to-optimize-your-workflow-min-1024x620.png\" alt=\"Using Plaky's board automations for workflow optimization\" class=\"wp-image-9573\" srcset=\"https:\/\/plaky.com\/learn\/wp-content\/uploads\/2025\/07\/How-to-use-Plakys-board-automations-to-optimize-your-workflow-min-1024x620.png 1024w, https:\/\/plaky.com\/learn\/wp-content\/uploads\/2025\/07\/How-to-use-Plakys-board-automations-to-optimize-your-workflow-min-300x182.png 300w, https:\/\/plaky.com\/learn\/wp-content\/uploads\/2025\/07\/How-to-use-Plakys-board-automations-to-optimize-your-workflow-min-768x465.png 768w, https:\/\/plaky.com\/learn\/wp-content\/uploads\/2025\/07\/How-to-use-Plakys-board-automations-to-optimize-your-workflow-min-18x12.png 18w, https:\/\/plaky.com\/learn\/wp-content\/uploads\/2025\/07\/How-to-use-Plakys-board-automations-to-optimize-your-workflow-min.png 1200w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n<\/div>\n\n\n<div style=\"height:20px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h2 id=\"why-you-should-use-automations-for-workflow-optimization\" class=\"wp-block-heading translation-block\">Why you should use automations for workflow optimization<\/h2>\n\n\n\n<p class=\"translation-block\">You should<strong> <\/strong>rely on automations if you\u2019re looking for <strong>a simple way to accelerate workflows and focus on using more brainpower instead of wasting time on busywork.<\/strong><\/p>\n\n\n\n<p class=\"translation-block\">The main benefits of using board automations include:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"translation-block\"><strong>Less manual work <\/strong>\u2014 It gets tiresome to manually perform actions like updating task statuses or priorities. With automations, you spend less time clicking away and can dedicate yourself to something more substantial.<\/li>\n\n\n\n<li class=\"translation-block\"><strong>Fewer human errors<\/strong> \u2014 While humans simply make mistakes sometimes, automations don\u2019t (if set correctly). Fewer errors mean better accuracy and team reliability.<\/li>\n\n\n\n<li class=\"translation-block\"><strong>Consistency<\/strong> \u2014 Automations support your team\u2019s processes without relying on memory or micromanagement. Tasks follow the same flow every time, leading to smoother collaboration.<\/li>\n\n\n\n<li class=\"translation-block\"><strong>Streamlined communication <\/strong>\u2014 Every time an automation works, updates and notifications will go to the subscribed users. This means there\u2019s no need to chase anyone down or send endless emails \u2014 everyone stays in sync automatically.<\/li>\n<\/ul>\n\n\n\n<p class=\"translation-block\">\n<div class=\"banner banner-dark plaky-gradient-default\">\n    <div class=\"banner-text lg:pr-[6rem]\">\n        <h2 class=\"translation-block text-2xl !mb-4\">Best workflow management software<\/h2>\n        <p class=\"translation-block !text-sm\">Want to improve your workflow and boost team productivity? Get Plaky now!<\/p>\n\n        <div class=\"banner-buttons d-flex space-x-4 translation-block\">\n            <a class=\"rounded-md px-6 py-2 bg-white\" href=\"https:\/\/app.plaky.com\/signup\" target=\"_blank\">Sign up<\/a>\n\n                            <a class=\"button-2\" href=\"https:\/\/plaky.com\/workflow-management\" target=\"_blank\">Learn more<\/a>\n                    <\/div>\n    <\/div>\n\n    <div class=\"banner-image banner-image-right \">\n        <picture>\n            <source srcset=\"https:\/\/plaky.com\/learn\/wp-content\/themes\/cake-learn\/src\/images\/plaky\/banners\/default@2x.png 2x\" alt=\"Illustration\"  media=\"(min-width: 1022px)\" \/>\n            <img decoding=\"async\" src=\"https:\/\/plaky.com\/learn\/wp-content\/themes\/cake-learn\/src\/images\/plaky\/banners\/default.png\"  alt=\"Illustration\" \/>\n        <\/picture>\n    <\/div>\n<\/div>\n    <\/p>\n\n\n\n<h2 id=\"how-to-use-board-automations-in-plaky-by-cake-com\" class=\"wp-block-heading translation-block\">How to use board automations in Plaky by CAKE.com<\/h2>\n\n\n\n<p class=\"translation-block\">Here are the key steps to setting up automations effectively and keeping your projects on track with Plaky.<\/p>\n\n\n\n<figure class=\"wp-block-embed is-type-video is-provider-youtube wp-block-embed-youtube wp-embed-aspect-16-9 wp-has-aspect-ratio\"><div class=\"wp-block-embed__wrapper\">\n<iframe loading=\"lazy\" title=\"Plaky Tutorial: Board Automations\" width=\"500\" height=\"281\" src=\"https:\/\/www.youtube.com\/embed\/2XWkaXZC_1s?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" allowfullscreen><\/iframe>\n<\/div><\/figure>\n\n\n\n<h3 id=\"1-choose-or-create-the-board-you-want-to-automate\" class=\"wp-block-heading translation-block\">#1 Choose or create the board you want to automate<\/h3>\n\n\n\n<p class=\"translation-block\">Start by selecting an existing board that\u2019s part of your regular workflow, or create a new one if you\u2019re starting the process from scratch.<\/p>\n\n\n\n<p class=\"translation-block\">Automations only apply to individual boards, so first make sure the board structure reflects your workflow stages. That\u2019s where Plaky\u2019s <a href=\"https:\/\/plaky.com\/features\/fields\" target=\"_blank\" rel=\"noreferrer noopener\">custom fields<\/a> come in, letting you specify project\/task details in the form of:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"translation-block\"><strong>Text<\/strong> (e.g., client names, feature descriptions, campaign slogans),<\/li>\n\n\n\n<li class=\"translation-block\"><strong>Number<\/strong> (e.g., budget, estimated hours, version number),<\/li>\n\n\n\n<li class=\"translation-block\"><strong>Person<\/strong> (e.g., task owner, reviewer, designer),<\/li>\n\n\n\n<li class=\"translation-block\"><strong>Date<\/strong> (e.g., due date, launch date, follow-up deadline),<\/li>\n\n\n\n<li class=\"translation-block\"><strong>Status<\/strong> (e.g., task status, lead stage, feature phase),<\/li>\n\n\n\n<li class=\"translation-block\"><strong>Tag<\/strong> (e.g., priority level, department, feature type), and more.<\/li>\n<\/ul>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"1200\" height=\"744\" src=\"https:\/\/plaky.com\/learn\/wp-content\/uploads\/2025\/07\/Plaky-boards-are-neat-and-colorful-to-ensure-clarity.png\" alt=\"Content calendar project board in Plaky project management software\" class=\"wp-image-9560\" srcset=\"https:\/\/plaky.com\/learn\/wp-content\/uploads\/2025\/07\/Plaky-boards-are-neat-and-colorful-to-ensure-clarity.png 1200w, https:\/\/plaky.com\/learn\/wp-content\/uploads\/2025\/07\/Plaky-boards-are-neat-and-colorful-to-ensure-clarity-300x186.png 300w, https:\/\/plaky.com\/learn\/wp-content\/uploads\/2025\/07\/Plaky-boards-are-neat-and-colorful-to-ensure-clarity-1024x635.png 1024w, https:\/\/plaky.com\/learn\/wp-content\/uploads\/2025\/07\/Plaky-boards-are-neat-and-colorful-to-ensure-clarity-768x476.png 768w, https:\/\/plaky.com\/learn\/wp-content\/uploads\/2025\/07\/Plaky-boards-are-neat-and-colorful-to-ensure-clarity-18x12.png 18w\" sizes=\"auto, (max-width: 1200px) 100vw, 1200px\" \/><figcaption class=\"wp-element-caption\">Ensure clarity with Plaky\u2019s neat and colorful project boards<\/figcaption><\/figure>\n<\/div>\n\n\n<p class=\"translation-block\">Our platform lets you arrange custom fields in whatever order you like, as well as group items, make subitems, choose label colors, and more. This level of flexibility means Plaky adapts to your workflow instead of making you work around the tool.<\/p>\n\n\n\n<h3 id=\"2-identify-repetitive-tasks\" class=\"wp-block-heading translation-block\">#2 Identify repetitive tasks<\/h3>\n\n\n\n<p class=\"translation-block\">Closely inspect your current workflow to <strong>spot the actions that happen again and again<\/strong>, mainly the ones that don\u2019t require decision-making. Those are perfect candidates for automation.<\/p>\n\n\n\n<p class=\"translation-block\">You might find these questions useful:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"translation-block\"><em>What steps do we repeat in every <\/em><a href=\"https:\/\/plaky.com\/learn\/project-management\/scrum-events\/#Event_1_The_Sprint\" target=\"_blank\" rel=\"noreferrer noopener\"><em>Sprint<\/em><\/a><em> or project?<\/em><\/li>\n\n\n\n<li class=\"translation-block\"><em>Where do handoffs break down or stall?<\/em><\/li>\n\n\n\n<li class=\"translation-block\"><em>What updates are often forgotten?<\/em><\/li>\n<\/ul>\n\n\n\n<p class=\"translation-block\">Also, look for manual tasks that slow your team down or get missed \u2014 even small steps can add up across multiple projects, so automating them can eliminate delays.<\/p>\n\n\n\n<h3 id=\"3-create-automations\" class=\"wp-block-heading translation-block\">#3 Create automations<\/h3>\n\n\n\n<p class=\"translation-block\">When it\u2019s time to actually build your rules, clarity and precision are essential. Although Plaky makes it easy to set up automations, it\u2019s your choices that directly shape how your workflow runs.<\/p>\n\n\n\n<p class=\"translation-block\">Start with the <strong>trigger<\/strong>, thinking about the specific event that should kick the rule into motion. It could be as simple as a task moving from one item group to another.<\/p>\n\n\n\n<p class=\"translation-block\">Then move on to <strong>conditions<\/strong> to fine-tune your rule and avoid false positives. For instance, if your trigger is \u201ctask is moved to QA\u201d, you might only want the rule to run <em>if<\/em> the task type is Feature, not for every task in the group.<\/p>\n\n\n\n<p class=\"translation-block\">Finally, define the <strong>action(s)<\/strong> and be intentional. You can stack multiple actions under a single rule; just make sure they all serve a purpose and don\u2019t conflict with other rules.<\/p>\n\n\n\n<p class=\"custom-btn translation-block\"><a href=\"https:\/\/app.plaky.com\/signup\" target=\"_blank\" rel=\"noreferrer noopener\">Automate your board<\/a><\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"1200\" height=\"624\" src=\"https:\/\/plaky.com\/learn\/wp-content\/uploads\/2025\/07\/An-example-of-a-handy-automation-in-Plaky.png\" alt=\"Board automations in Plaky project management software\" class=\"wp-image-9561\" srcset=\"https:\/\/plaky.com\/learn\/wp-content\/uploads\/2025\/07\/An-example-of-a-handy-automation-in-Plaky.png 1200w, https:\/\/plaky.com\/learn\/wp-content\/uploads\/2025\/07\/An-example-of-a-handy-automation-in-Plaky-300x156.png 300w, https:\/\/plaky.com\/learn\/wp-content\/uploads\/2025\/07\/An-example-of-a-handy-automation-in-Plaky-1024x532.png 1024w, https:\/\/plaky.com\/learn\/wp-content\/uploads\/2025\/07\/An-example-of-a-handy-automation-in-Plaky-768x399.png 768w, https:\/\/plaky.com\/learn\/wp-content\/uploads\/2025\/07\/An-example-of-a-handy-automation-in-Plaky-18x9.png 18w\" sizes=\"auto, (max-width: 1200px) 100vw, 1200px\" \/><figcaption class=\"wp-element-caption\">An example of a handy automation in Plaky<\/figcaption><\/figure>\n<\/div>\n\n\n<h3 id=\"4-test-your-automations\" class=\"wp-block-heading translation-block\">#4 Test your automations<\/h3>\n\n\n\n<p class=\"translation-block\">If you\u2019re unsure how a rule will behave, <strong>test it on a dummy task first<\/strong>. Try updating a field or marking a task as complete \u2014 whatever you set up as the trigger. Then, watch to see if the automation runs correctly.<\/p>\n\n\n\n<p class=\"translation-block\">Pay attention to the following:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"translation-block\">Did the trigger activate at the right time?<\/li>\n\n\n\n<li class=\"translation-block\">Were the conditions properly evaluated?<\/li>\n\n\n\n<li class=\"translation-block\">Did all intended actions happen?<\/li>\n<\/ul>\n\n\n\n<p class=\"translation-block\">Sometimes, when the automation doesn\u2019t work quite as you expected, there\u2019s no need to change the entire rule, just tweak some details.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"1200\" height=\"624\" src=\"https:\/\/plaky.com\/learn\/wp-content\/uploads\/2025\/07\/Each-rule-element-in-Plaky-offers-several-options-for-full-precision.png\" alt=\"Setting up rules in Plaky's board automations\" class=\"wp-image-9562\" srcset=\"https:\/\/plaky.com\/learn\/wp-content\/uploads\/2025\/07\/Each-rule-element-in-Plaky-offers-several-options-for-full-precision.png 1200w, https:\/\/plaky.com\/learn\/wp-content\/uploads\/2025\/07\/Each-rule-element-in-Plaky-offers-several-options-for-full-precision-300x156.png 300w, https:\/\/plaky.com\/learn\/wp-content\/uploads\/2025\/07\/Each-rule-element-in-Plaky-offers-several-options-for-full-precision-1024x532.png 1024w, https:\/\/plaky.com\/learn\/wp-content\/uploads\/2025\/07\/Each-rule-element-in-Plaky-offers-several-options-for-full-precision-768x399.png 768w, https:\/\/plaky.com\/learn\/wp-content\/uploads\/2025\/07\/Each-rule-element-in-Plaky-offers-several-options-for-full-precision-18x9.png 18w\" sizes=\"auto, (max-width: 1200px) 100vw, 1200px\" \/><figcaption class=\"wp-element-caption\">Each rule element in Plaky offers several options for full precision<\/figcaption><\/figure>\n<\/div>\n\n\n<h3 id=\"5-monitor-usage-and-refine-as-needed\" class=\"wp-block-heading translation-block\">#5 Monitor usage and refine as needed<\/h3>\n\n\n\n<p class=\"translation-block\">Once your automations are live, the work doesn\u2019t stop there. You must <strong>regularly check how your rules are performing<\/strong>, especially if you work in a shared workspace or use a plan with action limits.<\/p>\n\n\n\n<p class=\"translation-block\">It\u2019s normal for your workflows to change, and your automations should keep up. So, from time to time, you must consider questions such as:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"translation-block\">Is this rule still relevant?<\/li>\n\n\n\n<li class=\"translation-block\">Could it be simplified?<\/li>\n\n\n\n<li class=\"translation-block\">Have we added new fields that this rule should account for?<\/li>\n<\/ul>\n\n\n\n<p class=\"translation-block\">Tracking this also helps you avoid hitting your monthly cap unexpectedly. Plaky\u2019s <a href=\"https:\/\/plaky.com\/pro-plan\" target=\"_blank\" rel=\"noreferrer noopener\">Pro plan <\/a>allows 1,000 actions per month, which is quite doable for small to mid-sized teams.<\/p>\n\n\n\n<p class=\"translation-block\">But, if you\u2019d rather never have to worry about the maximum limit, consider opting for the <a href=\"https:\/\/plaky.com\/enterprise-plan\" target=\"_blank\" rel=\"noreferrer noopener\">Enterprise plan<\/a>, available at only $8.99\/seat per month.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"1200\" height=\"534\" src=\"https:\/\/plaky.com\/learn\/wp-content\/uploads\/2025\/07\/Plaky-lets-you-temporarily-disable-automations-or-editdelete-them.png\" alt=\"Disabling and editing\/deleting automations in Plaky project management software\" class=\"wp-image-9563\" srcset=\"https:\/\/plaky.com\/learn\/wp-content\/uploads\/2025\/07\/Plaky-lets-you-temporarily-disable-automations-or-editdelete-them.png 1200w, https:\/\/plaky.com\/learn\/wp-content\/uploads\/2025\/07\/Plaky-lets-you-temporarily-disable-automations-or-editdelete-them-300x134.png 300w, https:\/\/plaky.com\/learn\/wp-content\/uploads\/2025\/07\/Plaky-lets-you-temporarily-disable-automations-or-editdelete-them-1024x456.png 1024w, https:\/\/plaky.com\/learn\/wp-content\/uploads\/2025\/07\/Plaky-lets-you-temporarily-disable-automations-or-editdelete-them-768x342.png 768w, https:\/\/plaky.com\/learn\/wp-content\/uploads\/2025\/07\/Plaky-lets-you-temporarily-disable-automations-or-editdelete-them-18x8.png 18w\" sizes=\"auto, (max-width: 1200px) 100vw, 1200px\" \/><figcaption class=\"wp-element-caption\">Plaky lets you temporarily disable automations or edit\/delete them<\/figcaption><\/figure>\n<\/div>\n\n\n<div class=\"wp-block-group pro-tip\"><div class=\"wp-block-group__inner-container is-layout-constrained wp-block-group-is-layout-constrained\">\n<p class=\"translation-block\"><strong>\ud83d\udca1 Plaky Pro Tip<\/strong><\/p>\n\n\n\n<p class=\"translation-block\">Plaky is dedicated to constantly improving user experience. If you want the full picture of recent new features and what\u2019s coming soon, check out our release log and roadmap:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"translation-block\"><a href=\"https:\/\/plaky.com\/help\/whats-new\/\" target=\"_blank\" rel=\"noreferrer noopener\">Plaky Changelog<\/a><\/li>\n\n\n\n<li class=\"translation-block\"><a href=\"https:\/\/plaky.com\/roadmap\" target=\"_blank\" rel=\"noreferrer noopener\">Plaky Roadmap<\/a><\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n<h2 id=\"effective-automation-templates\" class=\"wp-block-heading translation-block\">Effective automation templates<\/h2>\n\n\n\n<p class=\"translation-block\">If you\u2019re looking for inspiration, here are some practical trigger-condition-action combinations. They are categorized by industry, but feel free to replicate and adapt them to other fields in case they seem useful.<\/p>\n\n\n\n<figure class=\"wp-block-table translation-block\"><table><thead><tr><th colspan=\"4\"><strong>Marketing<\/strong><\/th><\/tr><\/thead><tbody><tr><td><strong>Automation<\/strong><\/td><td><strong>Trigger<\/strong><\/td><td><strong>Condition<\/strong><\/td><td><strong>Action<\/strong><\/td><\/tr><tr><td>Content approval workflow<\/td><td>Link is added or updated<\/td><td>Status is <em>Pending Review<\/em><\/td><td>Add Marketing Manager A to task owner and change status to <em>In Review<\/em><\/td><\/tr><tr><td>Social media post reminder<\/td><td>Due date is added<\/td><td>Item is in the Social Media Calendar group<\/td><td>Add <em>Ready to Post <\/em>to tag and assign Social Media Manager A<\/td><\/tr><tr><td>Design handoff<\/td><td>Item is moved from <em>Reviewed<\/em> to <em>Needs Design<\/em><\/td><td>Design Required field is <em>Yes<\/em><\/td><td>Subscribe Designer A and change importance to <em>Medium<\/em><\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<div style=\"height:20px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<figure class=\"wp-block-table translation-block\"><table><thead><tr><th colspan=\"4\"><strong>Sales<\/strong><\/th><\/tr><\/thead><tbody><tr><td><strong>Automation<\/strong><\/td><td><strong>Trigger<\/strong><\/td><td><strong>Condition<\/strong><\/td><td><strong>Action<\/strong><\/td><\/tr><tr><td>New lead assignment<\/td><td>Item is moved from <em>Backlog<\/em> to <em>Incoming Leads<\/em> group<\/td><td>Tag contains <em>New Inquiry<\/em><\/td><td>Add Sales Rep A to task owner and change priority to <em>High<\/em><\/td><\/tr><tr><td>Deal closed update<\/td><td>Status changes to <em>Done<\/em><\/td><td>Deal stage is <em>Won<\/em><\/td><td>Move item to<em> Closed Deals<\/em> and add <em>Success<\/em> to tag<\/td><\/tr><tr><td>Contract review request<\/td><td>Item is moved from <em>Proposal Sent<\/em> to <em>Legal Review <\/em>group<\/td><td>Title contains <em>Contract<\/em><\/td><td>Subscribe Legal Team and change status to <em>Ready for Legal Review<\/em><\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<div style=\"height:20px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<figure class=\"wp-block-table translation-block\"><table><thead><tr><th colspan=\"4\"><strong>Software development<\/strong><\/th><\/tr><\/thead><tbody><tr><td><strong>Automation<\/strong><\/td><td><strong>Trigger<\/strong><\/td><td><strong>Condition<\/strong><\/td><td><strong>Action<\/strong><\/td><\/tr><tr><td>Bug triage alert<\/td><td>Item is moved from <em>Backlog<\/em> to <em>In Progress <\/em>group<\/td><td>Tag contains <em>Bug<\/em><\/td><td>Add QA Lead A to task owner and move item to <em>Bug Triage <\/em>group<\/td><\/tr><tr><td>Blocked issue escalation<\/td><td>Status changes from any to <em>Blocked<\/em><\/td><td>Priority is <em>High<\/em><\/td><td>Subscribe Engineering Manager A&nbsp;<\/td><\/tr><tr><td>QA testing handoff<\/td><td>Item is moved from <em>Ready to Review<\/em> to <em>Ready for QA<\/em> group<\/td><td>Status is <em>Code Merged<\/em><\/td><td>Add QA Tester A to <em>QA owner <\/em>field<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<div style=\"height:20px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<figure class=\"wp-block-table translation-block\"><table><thead><tr><th colspan=\"4\"><strong>Project management<\/strong><\/th><\/tr><\/thead><tbody><tr><td><strong>Automation<\/strong><\/td><td><strong>Trigger<\/strong><\/td><td><strong>Condition<\/strong><\/td><td><strong>Action<\/strong><\/td><\/tr><tr><td>Budget overrun alert<\/td><td>Budget is increased<\/td><td>Project stage is <em>Active<\/em><\/td><td>Subscribe Project Manager A and add <em>Budget Review<\/em> to tag<\/td><\/tr><tr><td>Risk flag response<\/td><td>Risk level changes from any to <em>High<\/em><\/td><td>Tag contains <em>Planning<\/em><\/td><td>Add <em>Critical<\/em> to tag and move item to <em>Urgent risk mitigation<\/em> group<\/td><\/tr><tr><td>Stakeholder review kickoff<\/td><td>Item moves from <em>QA<\/em> to <em>Stakeholder Review<\/em> group<\/td><td>Status is <em>Ready to Review<\/em><\/td><td>Subscribe Stakeholder A and set due date to MM\/DD\/YYYY<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p class=\"translation-block\">\n<div class=\"banner banner-dark plaky-gradient-landing-1\">\n    <div class=\"banner-text lg:pr-[6rem]\">\n        <h2 class=\"translation-block text-2xl !mb-4\">PM tool for all industries<\/h2>\n        <p class=\"translation-block !text-sm\">Plaky by CAKE.com helps teams of all sizes across different industries reach their business goals. Don't hesitate to try it!<\/p>\n\n        <div class=\"banner-buttons d-flex space-x-4 translation-block\">\n            <a class=\"rounded-md px-6 py-2 bg-white\" href=\"https:\/\/app.plaky.com\/signup\" target=\"_blank\">Sign up<\/a>\n\n                            <a class=\"button-2\" href=\"https:\/\/plaky.com\/project-management-software\" target=\"_blank\">Learn more<\/a>\n                    <\/div>\n    <\/div>\n\n    <div class=\"banner-image banner-image-bottom \">\n        <picture>\n            <source srcset=\"https:\/\/plaky.com\/learn\/wp-content\/themes\/cake-learn\/src\/images\/plaky\/banners\/landing-1@2x.png 2x\" alt=\"Illustration\"  media=\"(min-width: 1022px)\" \/>\n            <img decoding=\"async\" src=\"https:\/\/plaky.com\/learn\/wp-content\/themes\/cake-learn\/src\/images\/plaky\/banners\/landing-1.png\"  alt=\"Illustration\" \/>\n        <\/picture>\n    <\/div>\n<\/div>\n    <\/p>\n\n\n\n<h2 id=\"common-automation-pitfalls-and-how-to-avoid-them\" class=\"wp-block-heading translation-block\">Common automation pitfalls and how to avoid them<\/h2>\n\n\n\n<p class=\"translation-block\">While automations can do wonders for your workflow optimization, they can also cause confusion if not used wisely.<\/p>\n\n\n\n<p class=\"translation-block\"><strong>Here are 5 common automation pitfalls and how to steer clear of them.<\/strong><\/p>\n\n\n\n<h3 id=\"1-over-automating-everything\" class=\"wp-block-heading translation-block\">#1 Over-automating everything<\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"translation-block\"><strong>The pitfall: <\/strong>Setting up automations for every single action can quickly turn your board into a huge mess that\u2019s difficult to manage.<\/li>\n\n\n\n<li class=\"translation-block\"><strong>How to avoid it: <\/strong>Only automate the tasks that are truly repetitive or time-consuming. Ask yourself: <em>Does this save time or does it just add noise?<\/em><\/li>\n<\/ul>\n\n\n\n<h3 id=\"2-automating-a-flawed-system\" class=\"wp-block-heading translation-block\">#2 Automating a flawed system<\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"translation-block\"><strong>The pitfall: <\/strong>Automations don\u2019t fix a broken system, so if your workflow has unclear roles or unnecessary steps, automating it will only emphasize its inefficiency.<\/li>\n\n\n\n<li class=\"translation-block\"><strong>How to avoid it: <\/strong>Before automating anything, analyze whether the process makes sense. Map it out, clean up the system first, and <em>then<\/em> automate what actually works.<\/li>\n<\/ul>\n\n\n\n<h3 id=\"3-not-testing-before-launching-automations\" class=\"wp-block-heading translation-block\">#3 Not testing before launching automations<\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"translation-block\"><strong>The pitfall: <\/strong>Although the premise of automation is rather simple, correct configuration is sometimes a matter of trial and error. So, letting rules go live without testing can lead to wrong assignments and broken processes.<\/li>\n\n\n\n<li class=\"translation-block\"><strong>How to avoid it: <\/strong>Test each automation with a dummy task or private board. Check if the right actions happen and if anything\u2019s missing.<\/li>\n<\/ul>\n\n\n\n<h3 id=\"4-not-monitoring-and-updating-automations\" class=\"wp-block-heading translation-block\">#4 Not monitoring and updating automations<\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"translation-block\"><strong>The pitfall:<\/strong> With time, your team is likely to change the workflow \u2014 so if automations stay the same, they risk becoming outdated or breaking said workflow.<\/li>\n\n\n\n<li class=\"translation-block\"><strong>How to avoid it:<\/strong> Review your automations regularly, especially after a process change. What used to be helpful might be redundant now.<\/li>\n<\/ul>\n\n\n\n<h3 id=\"5-overcomplicating-the-rules\" class=\"wp-block-heading translation-block\">#5 Overcomplicating the rules<\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"translation-block\"><strong>The pitfall: <\/strong>Creating overly long chains of rules, conditions, and triggers is a headache in the making. Remember, overcomplicated automations are hard to troubleshoot and update.<\/li>\n\n\n\n<li class=\"translation-block\"><strong>How to avoid it: <\/strong>Make your automations transparent and easy to follow. In case you do need something more complex, document it clearly or consolidate multiple small automations into one if it makes them simpler (fewer rules = less clutter).<\/li>\n<\/ul>\n\n\n\n<h2 id=\"optimize-your-workflow-with-plaky-by-cake-com\" class=\"wp-block-heading translation-block\">Optimize your workflow with Plaky by CAKE.com<\/h2>\n\n\n\n<p class=\"translation-block\">Board automations don\u2019t just save time \u2014 they also help you build smarter workflows. By automating routine work, you unlock a new level of momentum in your projects.<\/p>\n\n\n\n<p class=\"translation-block\">And that\u2019s just one example of what a good <a href=\"https:\/\/plaky.com\/project-management-software\" target=\"_blank\" rel=\"noreferrer noopener\">project management tool<\/a> can do. From centralizing communication to managing resources and tracking progress, <strong>a platform like Plaky can quickly push your team to new levels of productivity<\/strong>.<\/p>\n\n\n\n<p class=\"translation-block\">Use our tool to manage and <a href=\"https:\/\/plaky.com\/learn\/plaky\/how-to-automate-repetitive-tasks\/\" target=\"_blank\" rel=\"noreferrer noopener\">automate tasks<\/a> and you\u2019ll notice top-notch results \u2014 fewer overdue items, reduced chats and emails, and better completion time.<\/p>\n\n\n\n<p class=\"translation-block\"><em>Move faster with fewer mistakes \u2014 get Plaky now and enjoy a smoother automated workflow.<\/em><\/p>\n\n\n\n<p class=\"translation-block\">\n<div class=\"banner banner-dark plaky-gradient-bundle\">\n    <div class=\"banner-text lg:pr-[6rem]\">\n        <h2 class=\"translation-block text-2xl !mb-4\">Full productivity suite<\/h2>\n        <p class=\"translation-block !text-sm\">For even better results, get 3 productivity tools for the price of 1: Clockify for seamless time tracking, Pumble for smooth team communication, and Plaky for enhanced project management.<\/p>\n\n        <div class=\"banner-buttons d-flex space-x-4 translation-block\">\n            <a class=\"rounded-md px-6 py-2 bg-white\" href=\"https:\/\/app.plaky.com\/signup\" target=\"_blank\">Sign up<\/a>\n\n                            <a class=\"button-2\" href=\"https:\/\/cake.com\/bundle\" target=\"_blank\">Learn more<\/a>\n                    <\/div>\n    <\/div>\n\n    <div class=\"banner-image banner-image-bottom \">\n        <picture>\n            <source srcset=\"https:\/\/plaky.com\/learn\/wp-content\/themes\/cake-learn\/src\/images\/plaky\/banners\/bundle@2x.png 2x\" alt=\"Illustration\"  media=\"(min-width: 1022px)\" \/>\n            <img decoding=\"async\" src=\"https:\/\/plaky.com\/learn\/wp-content\/themes\/cake-learn\/src\/images\/plaky\/banners\/bundle.png\"  alt=\"Illustration\" \/>\n        <\/picture>\n    <\/div>\n<\/div>\n    <\/p>\n\n\n\n<p class=\"translation-block\"><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Learn how to use Plaky\u2019s board automations to streamline your workflow, minimize manual work, and keep tasks moving.<\/p>","protected":false},"author":34,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[12,11],"tags":[],"class_list":["post-9556","post","type-post","status-publish","format-standard","hentry","category-basics","category-plaky"],"acf":[],"_links":{"self":[{"href":"https:\/\/plaky.com\/learn\/pt\/wp-json\/wp\/v2\/posts\/9556","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/plaky.com\/learn\/pt\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/plaky.com\/learn\/pt\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/plaky.com\/learn\/pt\/wp-json\/wp\/v2\/users\/34"}],"replies":[{"embeddable":true,"href":"https:\/\/plaky.com\/learn\/pt\/wp-json\/wp\/v2\/comments?post=9556"}],"version-history":[{"count":18,"href":"https:\/\/plaky.com\/learn\/pt\/wp-json\/wp\/v2\/posts\/9556\/revisions"}],"predecessor-version":[{"id":12397,"href":"https:\/\/plaky.com\/learn\/pt\/wp-json\/wp\/v2\/posts\/9556\/revisions\/12397"}],"wp:attachment":[{"href":"https:\/\/plaky.com\/learn\/pt\/wp-json\/wp\/v2\/media?parent=9556"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/plaky.com\/learn\/pt\/wp-json\/wp\/v2\/categories?post=9556"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/plaky.com\/learn\/pt\/wp-json\/wp\/v2\/tags?post=9556"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}